With Powertools for Google Drive, Managers can monitor the activity on their Workspaces through the following reports:
  • Dashboard
  • Workspaces list and settings
  • Workspaces owners and storage
  • Workspaces users, groups and managers and detailed access
  • Documents types
  • Documents sharing
  • External documents


Note: for each of those reports, you can select the required workspace and switch between workspaces through the dropdown list at the top of the page.



Dashboard

The dashboard gives you a glimpse into multiple other reports. It enables you to see, workspace per workspace:

  • How many users and groups have access to at least one file in the Workspace
  • How many external users have access to at least one file in the Workspace
  • How many files and folders are contained in the Workspace
  • How many files and folders are shared with the whole company domain
  • How many files and folders are shared publicly¬†


If you click on any of the details displayed, you will be redirected to the matching detailed report.




Workspaces list and settings

To access this report, go to the menu "Manage Workspaces" and then in the tab "Workspace list".


If you are logged in as the domain administrator, this report displays the list of all Workspaces created on the domain. For Workspace Managers, it displays the list of all Workspaces the user is a Manager of.


This report provides the following details:

  • The Workspace name
  • Whether it is a regular or a Team Drive Workspace
  • Whether the workspace is "Open" or "Restricted"¬†
  • The account owner of the documents in the Workspace
  • A shortcut to the list of Workspace Managers
  • The total number of documents in the workspace
  • Shortcuts to open or delete the Workspace



[Admin only] Workspaces owners and storage

This report is only available to the domain administrator. To access it, go to the menu "Manage Workspaces" and then in the tab "Workspace owners".



This report provides the following details:


  • The list of workspace owner accounts.
  • The list of workspaces they are the owner of.
  • The amount of storage used and the percentage it represents in proportion to the Google Drive storage available for this specific account.

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Workspaces users, groups and managers and detailed access

To access this report, go to the menu "Manage Users/Groups".


On top of giving you the option to manage users and groups in the Workspace, this report shows you the list of users, groups, external users and managers in your workspace. For each of those users, you can see what files and folders they have access to exactly by clicking on "More details".





Documents Types

To access this report, go to the menu "Manage Documents/Folders", "Documents types".


This report shows you which types of files you have in your workspace, how many of each, and allows you to see the list by clicking on "More Details".




Documents sharing

To access this report, go to the menu "Manage Documents/Folders", "Documents sharing".


This report shows you which files and folders in your workspace are shared either publicly or within the whole company and enables you to take corrective actions if appropriate.




External documents

To access this report, go to the menu "Manage Documents/Folders", "External documents".


This report shows you which files and folders in your workspace have been created by external users. Note that Powertools is unable to change the ownership of those files automatically, but you can use this report to request those external users to switch the ownership of the files to your company if necessary.